The Unit Status & Enrolment page allows you to manage a particular student's class enrolment. The student's activities, unit enrolments, and linked e-learning are accessible from this page.
You will also be able to see the student's Attendance and Class Progress which will display the rate of attendance and portion of the total of the class completion respectively.
Tip: Click on the Student Log at the bottom of the Units Enrolled table to be able to view a summary of the status changes for the selected enrolment.
Update the Enrolment Status
The Enrolment Status is an important field in the system, as it can be used to easily identify what stage of an enrolment the student is up to.
- The Enrolment Status is a dropdown field available just above the enrolment dates
- Choose Update Enrolment once the relevant enrolment status has been selected
Note: Enrolment statuses do not affect AVETMISS reporting, or your Billable Learner count. However, this status can automatically set your Course Outcome Code.
Add new unit enrolments
New unit enrolments can be added to a student enrolment. These can be either Elective Units linked to the class, or an Out of Scope Unit not currently within the Qualification scope.
- Under Enrol in New Units select any new units you would like to add to the enrolment
- Select the Update All button once the desired units have been chosen
Note: Elective units can be immediately selected. Out of scope units need to be searched for.
Result unit outcomes
Users may result students’ Unit of Competency outcomes in multiple ways, such as against an individual student enrolment, or in bulk (e.g. several enrolments within one Class).
- Click on the Unit to be resulted on the student's enrolment page.
- Against the Competency Status, select the appropriate result or competency outcome.
- Enter the appropriate Activity Start Date and Activity End Date, where relevant.
- Click on “Submit” to save changes.
- Click on “Set All Units” on the student's enrolment page.
- Select the checkbox against the relevant Units to result.
- Select the appropriate Status (result of Unit).
- Enter the appropriate Activity Start Date and Activity End Date, where relevant.
- Click on “Submit” to save changes.
- Click on Bulk Actions > Bulk Set Outcomes on the Class Matrix page.
- Select the “New Competency Status” for the appropriate outcome or result.
- Enter the appropriate Activity Start Date and Activity End Date, where relevant.
- Select the relevant Unit(s).
- Click on “Submit” to save changes.
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Automatic Completion of Unit Enrolments
When activities such as Online Assessments and E-Learning linked to units are completed, functionality within the system can automatically set these units to Competent when certain conditions are met.
When a student completes an Online Assessment or E-Learning activity, the system will check if the Competencies and End Dates of linked units should be updated if:
- The E-Learning Completion Updates Subject System Setting is turned on
- This setting can be overridden by the Completion Updates Unit optional setting, available against SCORM, External, Moodle and Canvas E-learning course types.
- The Online Assessment or E-Learning is part of a Learning Plan Module that has Automatically complete related Units turned on. This setting cannot be overridden.
To check if a unit should be set to Competent, certain conditions must be met. These are:
- The unit must currently have an interim status which has already started (i.e. "W", or "CNA" will not be updated).
- No E-Learning or Assessments attached to the unit still need to be completed. Cancelled enrolments are not considered.
- No future learning is scheduled for the unit. If there are workshops attached to the unit that and the workshop finish dates (or latest complex date) is in the future, the subject is not considered finished and will not automatically be marked.
Tip: By design, the system is minimally intrusive and will only mark units as Competent when the student has definitely completed all learning associated with that unit. This is to avoid situations where students are incorrectly marked as Competent.
Note: The following Unit Codes: Blank (), CE (70), NYS (85),NYA (90), N.R. (0) will be set to C (20) when updated.
P (55), P+E (5), NoSt (105) will instead be set to C (1).
Synchronise Enrolment Dates
On the unit enrolment update pages, you will see an option for Enrolment Dates. These options will allow you to automatically sync enrolment commencement and completion dates with those of the linked units. The options are:
- No Automatic sync - Select this option to make no changes to enrolment dates.
- Automatically sync enrolment completion date - Select this option to ensure enrolment completion or expected completion is set to the latest unit end date. Actual Completion Date will be set if all units have competent outcomes (e.g. C, CT). This will also update the Enrolment Status to "Completed".
- Automatically sync enrolment completion and commencement dates - Select this option to synchronise completion dates as above, and to also ensure the enrolment Commencement Date is set to the earliest linked unit start date. Only units with a started outcome will be considered.
Tip: Whether this option is selected by default is customisable in your system settings under the Sync Enrolment Dates Selected by Default field in the RTO / VET Settings tab.
Warning: For Victorian and Tasmanian classes, caution should be taken if synchronising commencement as this could impact reporting.
Delete a unit enrolment
Unit enrolments are able to be deleted once set as a Not-Competent Final Status marked by a red status.
- Set the Unit Enrolment to a Not-Competent Final Status
- Select the Update icon next to the unit enrolment you wish to delete
- Select Delete Enrolment
Tip: Unit enrolments can also be removed via the Class Matrix page by selecting Bulk Actions and then Bulk Set Outcomes. Select all relevant units and then click Delete Enrolee From Unit of Competency.
Add workshop enrolments to units
Workshop enrolments are able to be created against units within a class enrolment for a particular student. The workshop enrolments added in this way will only be created for the selected class enrolment.
- Click the Update icon at the top of the Workshop column in the Units Enrolled table
- Click Add Workshop
- Search for a Workshop
- Click Add
- Click Add Units and Create Bookings
- Fill out the details of the associated Qualification Fees
Tip: Click Sync Activity Start/End dates with Workshop Start/End dates to ensure any scheduled activity dates match those of the workshop enrolments.
Update a unit workshop enrolment
- Click the Update icon next to a unit in the Workshop column in the units enrolments table
- Select a New Workshop
- Click Update Unit Enrolment
Note: Workshop enrolments must first be added to the linked units before they can be updated.
Delete class enrolments
Student enrolments can only be deleted once their class Enrolment Status has been set to cancelled. Before the class status can be set to cancelled, all unit enrolments must be set to a Final Status. Only a class enrolment with a not-competent Final Status can be deleted.
- Set the status of any linked units to a Not-Competent final status
- Set the class enrolment Status to cancelled
- Select Update All
- Select Delete Enrolment next to the class enrolment status.
Tip: A Final Status is indicated by a red colour when Not-Competent or green when Competent. Please click the information icon in the Status column for a legend of the statuses.
Note: To update the status to Cancelled, the existing status must not be Completed. In this case the status must first be changed to In-Progress prior to being set to Cancelled.
Warning: Deleting the student enrolment will permanently remove the record and cannot be undone.
Submit standard assessments
Standard assessments are set against units linked to a class and allow documents to be uploaded for submission. These submissions can then be recorded by a trainer with the relevant competencies.
- Select a unit enrolment
- Click Submit Assessment Evidence next to an assessment
- Select the method of submission
- Set the Date Submitted
- Upload the submission File(s)
Tip: Assessments linked to a class can be updated from the Class Update page.
Note: Standard assessments refer to assessments that external to the Online Assessment Engine which is an exclusive feature of aXcelerate Turbo.
Record standard assessment results
Assessment results can be recorded by a trainer who has been set as competent to assess the unit that the assessment has been linked to.
Students can then be notified once a result is recorded using templates within your system.
- Select a unit enrolment
- Click the Plus icon next to an assessment
- Click the submission Attempt
- Set the Submission Score
- Select the Assessor
- Select the Assessed Date
- Upload a Marked File if applicable
Note: The Plus icon will be greyed out if there are no submissions for the standard assessment.
Update class enrolment dates
Class enrolment dates can be updated from a student's class enrolment page by using the available date pickers.
Typically, the Enrolment Date will be set as the date that the student was enrolled in the class.
The Commencement Date will be set as the start date of the first unit that the student is enrolled in and the Expected Completion Date will be the finish date of the final unit.
The Actual Completion Date will be assigned once the student has completed all units within the class enrolment.
The Award Issued Date will mark the date that the certificate was awarded to the student for the completion of their studies.
- Set the values of the student's Enrolment Dates
- Click Update All
Note: If the Enrolment Dates are manually updated, they may cause date validation errors which will be displayed at the top of the page.
Issue a certificate
Certificates can be issued against a student's enrolment to signify completion of a Qualification, Statement of Attainment or Specific Units. Enrolment Documents, which are stored in the contact portfolio, can also be issued using the certificates feature/interface. Certificates can be issued in bulk from the Class Matrix page.
- Hover over Certificate and click Issue Certificate
- Select the Certificate Type
- Select the Certificate Template to send to the student
- Set the Issue Date of the certificate
- Select the applicable Enrolees
- Click the Preview icon to check the display of the certificate
- Click Issue Certificates
Tip: Blue certificates icons represent a statement of attainment whereas a red certificate icon represents a full qualification.
Note: When issuing a certificate, a warning will appear against any student record where fees are outstanding. This will not prevent you from issuing the certificate, it will only be a visual warning. If you would like this warning to be a little stronger, there is a system flag in the RTO / VET tab labelled Issue certificates only if fully paid. If on, this setting will prevent the issuing of full certificates, both accredited and non-accredited, for students with outstanding fees. Note that this setting was previously located at the bottom of the Additional Options tab but has been moved.
Warning: To issue a certificate for a completed qualification a student must have a completion date set for their enrolment as well as a verified USI. Units with Credit Transfer outcomes will now be excluded from generated Statements of Attainment, unless the 'Record of Results' checkbox is selected.
Delete an issued certificate
- Click on the Certificate Icon next to the Enrolment Dates
- Click the Delete Icon
- Click Delete
Tip: It is recommended that you leave a comment describing why the certificate was deleted to keep record of the action.
Warning: This will hide the certificate record and mark it as deleted but the file will remain. If this is the most recent certificate, this action may also update or remove the enrolment Award Issued date. This action cannot be undone.
Issue enrolment documents
Enrolment documents are stored against a contact's portfolio and can be generated through certificates and templates, or uploaded manually via the Enrolment Documents page.
The process for different methods of generating enrolment documents are listed below:
A certificate template can be used as the basis for the enrolment document. This action can be performed from the enrolment page as well as the class matrix.
- Click Generate Enrolment Document(s) under the Certificates option
- Select the appropriate Certificate Template and Portfolio Type
- Fill in the remaining fields as required. These fields will be stored against the portfolio item that holds the enrolment document file
- Click Submit
A template can be used as the basis for an enrolment document. This cation can be performed from the enrolment page as well as the class matrix.
- Click Template(s) (under Communication on the class matrix)
- Select the appropriate Template and click Submit
- Click Save to Portfolio
- Select the appropriate Portfolio Type, fill in the remaining fields as required, and click Submit
An existing file can also be uploaded as an enrolment document. An existing portfolio item cannot be linked to an enrolment once created, so the following steps must be followed in order to create enrolment documents.
- Click Enrolment Documents
- Click Add Document
- In the Save Document to Portfolio dialog, select a Portfolio Type, upload a document and click Submit
Warning: This feature is not designed for issuing accredited awards (such as Certificates or Statements of Attainment), as Certificate IDs will not be generated via this process.
Transfer a class enrolment
A student's class and unit enrolments are able to be transferred from an existing class into another. A new enrolment will be created for the Contact in the alternate class once transferred.
- Click Transfer
- Select the Qualification and Class you wish to transfer the student into
- Choose which New Class Unit to apply to the new class enrolment
- Select linked Workshops to enrol the student into
- Set the status of the Redundant Unit from the existing class
- Cancel any previous Workshop enrolments as required
- Set the status of the Existing Enrolment Record
- Select Change Enrolment
Tip: Select the checkbox at the top of the Enrol column to select or unselect all New Class Units.
Note: If a student is transferring from one class intake to another, set the Transferred Enrolment Status as Cancelled and the descriptor as 'Transferred'.
Assign student restrictions
Restrictions are used to control the enrolled students' accessibility to the resources linked to the class through the Learner Portal.
- Select Restrictions from the unit Status & Enrolment page
- Select the Resource linked to the class which you would like to make available or set as restricted
- Choose whether to Show or Hide the resource
- Select Submit Restrictions
Note: Students must be created as a learner user before they are able to access the Learner Portal.
View e-learning linked to unit enrolments
Please refer to our article on e-learning enrolments for more information on how this area of the system functions.
- Select the unit from the list of Units Enrolled you wish to view e-learning for
- Select the Resource linked to the class which you would like to make available or set as restricted
- Click the E-learning course name under the e-Learning section
View online assessments linked to unit enrolments
Please refer to our article on online assessment enrolments for more information on how this area of the system functions.
- Scroll to the Units table
- Click the Assessment icon next to the applicable unit
Mark a student's online assessment
When a student is enrolled in a marking criteria, observation checklist, RPL or QTI Quiz (with short answer questions) type assessment this must be marked by the trainer/assessor. When marking the assessment the user has the option to leave notes or comments either for the student or for internal purposes
- Scroll to the Units table
- Click the Assessment icon for the assessment you wish to mark
- Click the Mark tab
- Select the Attempt you would like to mark from the dropdown
- Click the Mark Now button
- Slide the Score slider to mark each question
OR
Enter a Score into the number field - Enter any other applicable fields as required
- Click Done
- Click the Finalised option in the marking field
- Enter or configure any other applicable fields
- Click Submit
Note: Assessors require Enrolments and Assessment Submissions View, Add and Update permissions.
Tip: QTI Quiz type assessments without short answer questions are automatically marked by the system and do not require this step.
Update a student's online assessment enrolment
- Scroll to the Units table
- Click the Assessment icon for the assessment you wish to update
- Click the Update tab
- Make any applicable changes
- Click Submit
Add attempts to a student's online assessment enrolment
Once a student has exhausted all assessment attempts you are able to increase this.
- Scroll to the Units table
- Click the Assessment icon for the assessment you wish to add attempts to
- Click the Mark tab
- Click the Increase button in the maximum attempts field
Note: This button will only appear once the student has exhausted all attempts and failed.
View finance summary
The finance summary shows an overview of the payments made and owed that apply to the student's enrolment.
Click Finance Summary or scroll to the base of the Qualification Unit Status & Enrolment page to view the summary.
For clients using contracts, click Show contract information to load details about contract finance.
Tip: To update the finance details, click the edit icon on the right of the Finance Details.
Issue a manual invoice
- Click Manual Invoice from the student's Finance Summary
- Select the purpose of the invoice in the Invoice For field
- Add Additional Invoice Items to the invoice where applicable
- Click Create New Invoice
Tip: The line items are able to be added to existing open invoices by checking 'add to existing invoice'.
Note: You must set the finance code for the Qualification, Class or enrolment before you can issue an invoice.
Update the class enrolments timestamp
When on the class enrolments update page, a timestamp will be displayed to show the time that the last update occurred as well as the user. that performed the update.
The following actions will cause the timestamp to be updated:
- Enrolling a student into a class
- Updating class enrolment fields
- Updating any unit enrolment data including competency status
- Issuing a class certificate as this sets the award date and will update the class enrolment
Enrolments Webinar
This webinar demonstrates:
- What is Enrolment management?
- Class Matrix and viewing current enrolments
- Adding new enrolments
- Updating enrolments
- Compliance related fields
- Resulting a Learner
- Unenrolling a Learner
- Issuing a certificate
Class Enrolment FAQs
- Navigate to the Update Class page of the Class in question
- Scroll down to the table of Units. You should see the elearning component attached to at least one unit.
- Click on the Unit.
- Click the delete button (red icon) to remove the elearning from the Unit.
Are 'Competency - Internal' outcome codes reportable?
They will appear in the NAT files but will only affect Smart and Skilled and South Australian funding reports.
Why can't I select an enrolment status?
The Enrolment status field has validation surrounding it. This validation checks the outcome of the units attached to the enrolment. For example, a student cannot be marked as "Completed" if one of the units has a non-finalised outcome.
Can I re-issue a certificate with the same number?
No. You will need to remove the old certificate and add a new one. A record of the redundant certificate will remain.
How Do I Issue a Student Card?
You can issue a student card from the portfolio section. You can find step by step instructions here.
Why is My Employer Payer Incorrect?
The contact level payer has been overwritten by their organisational payer or employer
Why isn't a Unit of Competency outcome automatically marked Competent when all linked assessments have been completed?
The first is that the System Setting to allow for the unit outcome to change has not been enabled. To enable this, go to Settings > System Settings > Web & Other Integrations > Set the 'Linked Learning Activity Updates Subject' setting to 'Yes'.
The second reason that the unit may not update is that the outcome code is not a valid outcome for the system to update. Valid outcome codes for the automatic update are:
- CA (70)
- NYS (85)
- NYA (90)
- Blank
- N.R.
- P+E (5)
- P (55)
- NoSt (105)
Another reason may be that there are linked workshops for that Unit enrolment that are not in the past.
Why isn't the Enrolment Status automatically set to Completed when my Units are automatically marked Competent via Assessment Marking?